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Driving results with effective meetings - by FAST Meetings Co - FREE 45 Webinar - Sept 2013

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Slides used in the FREE 45 minute Webinar 'Driving results with Effective Meetings'

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Driving results with effective meetings - by FAST Meetings Co - FREE 45 Webinar - Sept 2013

  1. 1. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Driving results through effective meetings with David Pointon, FAST Meetings Co. FREE 45 minute webinar Register for the next webinar at: fastmeetings.com.au
  2. 2. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Get present Set 45 mins aside to learn Turn off distractions Get note paper and pencil/ iPad
  3. 3. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Back to back meetings defy physics 10.00 – 11.0010.00 – 11.00 11.00 – 12.0011.00 – 12.00
  4. 4. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 10.00 – 11.0010.00 – 11.00 11.00 – 12.0011.00 – 12.00 Back to back meetings defy physics
  5. 5. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Start on time
  6. 6. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Rate the current effectiveness of your meetings 5.555% is average rating of effectiveness over 2,500 sample
  7. 7. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Central question(s) 1. Why is meeting effectiveness so low, and what can be done about that? 2. What are the opportunities for you and your organisation?
  8. 8. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Start on time Meeting 1Meeting 1 Meeting 2Meeting 2 1. Common meeting problems 2. A Framework to improve 3. Tips, tools you can use for each FAST stage 4. Opportunities for you and your organisation Today
  9. 9. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Start on time Meeting 1Meeting 1 Meeting 2Meeting 2 Today
  10. 10. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 What is the biggest issue with your meetings?
  11. 11. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Too many meetings Time keeping Unclear purpose Encouraging participation, engagement Keeping people on track Managing dominant personalities Getting decisions made Agreement and commitment Getting clear outcomes and actions Having measurable action items People accountable to follow through Too many priorities to action Measuring meeting effectiveness What’s not working?
  12. 12. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 What does a great meeting look like? 10 / 10
  13. 13. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The FAST Framework – 4 natural stages Focus Awareness Solution Traction Start Finish
  14. 14. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Tips and techniques you can use 1. Clarify, test - What, Who, When 2. Send Solution, Traction ≤ 48 hrs 1. Switch at 2/3 of time 2. Use the right decision method 1. Ask powerful questions 2. Enable participation 1. Distinguish the meeting type 2. Accept meetings with purpose10% 50% 20% 10% Focus Awareness Solution Traction
  15. 15. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Worlds Best Agenda Template The FAST framework in action • Downloadable template  www.fastmeetings.com.au • 5 min video
  16. 16. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Worlds Best Agenda Template “In our meeting we had many agenda items which in the past we have struggled to get through all of them; using the FAST procedure meant that many more items were covered and completed!”
  17. 17. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Unclear purpose; from initiator of meeting Accepting invites without being clear Problems with Focus
  18. 18. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Banish unfocussed meetings 1. Distinguish the meeting type 2. Accept meetings with purpose10%
  19. 19. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 There are 4 types of meetings Type Decide: binding decisions made Consult: ideas sought, shared Inform: one way downloads Relate: trust and knowing others
  20. 20. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 What type of meeting do you attend most?
  21. 21. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 4 Meeting types; Perception vs reality Type Perception Reality Optimal Range Decide 50% 16% 30-50% Consult 30% 53% 40-50% Inform 10% 28% 0-5% Relate 10% 3% 10-15%
  22. 22. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 4 Meeting types Type Perception Reality Optimal Range Decide 50% 16% 30-50% Consult 30% 53% 40-50% Inform 10% 28% 0-5% Relate 10% 3% 10-15% Can you inform more efficiently? Can you inform more efficiently? Are people ready to decide? Are people ready to decide?
  23. 23. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 1. Inform meetings should be banished 2. Endless Consult/ Collaborate meetings are slowing organisations down 3. Decide meetings often lack the right people, or enough preparation Your reactions please!
  24. 24. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The power of focus "One of my mantras — focus and simplicity. Simple can be harder than complex: You have to work hard to get your thinking clean to make it simple. But it's worth it in the end because once you get there, you can move mountains.” Steve Jobs, CEO of Apple Inc.
  25. 25. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Unfocussed meeting invitations
  26. 26. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Email template for Unfocussed invitations Dear First-name, Thank you for your meeting invitation. I would like to help you get the outcomes you want. So that I can be a valuable contributor at this meeting, can you please let me know why you are holding this meeting (Purpose), what you want to walk away with at the end of the meeting (Product) and how you want me to contribute (People). Also, please let me know the 2 or 3 Questions at the heart of the discussion, so that I can come prepared. I will await your reply before I do anything further with this. Your name
  27. 27. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Foundations workshop Cultural norms Collective commitments
  28. 28. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Encouraging participation, engagement Keeping people on track Managing dominant personalities Problems with Awareness
  29. 29. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Generate rich dialogue and sharing 1. Ask powerful questions 2. Enable participation50%
  30. 30. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 What is your central question? “We spend a lot of time solving problems, and then find out we haven’t been clear on the central question we are trying to answer” Senior Manager, CBA
  31. 31. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Define the central question “If I had 1 hour to save the world, I would spend 55 minutes defining the problem and 5 minutes solving it” Einstein
  32. 32. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Tune in with questions • There’s a lot of information to explore and discuss. It’s like the content from all the different TV channels • Questions are like the Remote Control..  They help focus on what you pay attention to  The more focussed the question, the clearer the enquiry When ? Market data Market data Functional expertise Functional expertise Customer feedback Customer feedback Current performance Current performance Last year results Last year results Multi stakeholder inputs Multi stakeholder inputs What question would help your group to attend to and explore important dimensions of your topic? What question would help your group to attend to and explore important dimensions of your topic?
  33. 33. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Group Facilitator ?? … the conversation is drifting off track… the conversation is drifting off track
  34. 34. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Which question would you use?
  35. 35. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Enable participation – Taking turns Facilitator: To kick off, can I suggest we take turns and hear from each person your initial response to the question I asked in the meeting invite: “What is one key issue that needs to be addressed for us to deliver our project on time?” Facilitator: To kick off, can I suggest we take turns and hear from each person your initial response to the question I asked in the meeting invite: “What is one key issue that needs to be addressed for us to deliver our project on time?”
  36. 36. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Enable participation 1. Brian: I’ll go first.. I think ..blah blah 1. Brian: I’ll go first.. I think ..blah blah 2. Barbara: I’ll go next.. Blah blah 2. Barbara: I’ll go next.. Blah blah
  37. 37. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Enable participation 3. Sue: is about to speak.. 3. Sue: is about to speak.. 4. Then Mike jumps in: Barbara, I’m not sure I agree with that… 4. Then Mike jumps in: Barbara, I’m not sure I agree with that…
  38. 38. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 How would you intervene?
  39. 39. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Getting decisions made Agreement and commitment Getting clear outcomes and actions Problems with Solution
  40. 40. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Make decisions that people commit to 1. Switch at 2/3 of time 2. Use the right decision method20%
  41. 41. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The intersection of strategy and culture StrategyStrategy Culture MeetingsMeetings
  42. 42. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Top 3 issues affecting organisational performance; research shows… 1. Productivity 2. Agility 3. Innovation Lean Meeting Machine We’re too slow to respond We’ve got to do more with less We need more fresh thinking
  43. 43. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Which is most important in your org.?
  44. 44. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Switch at 2/3 of time
  45. 45. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Switch at 2/3 of time 3333 minmin
  46. 46. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 How would you go about making the switch?
  47. 47. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Decide using the right method • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded
  48. 48. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded AutocraticAutocratic ConsensusConsensus Decide using the right method
  49. 49. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded AutocraticAutocratic ConsultativeConsultative ConsensusConsensus CollaborativeCollaborative Decide using the right method
  50. 50. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 “The tendency to move up to the right of graph has become endemic. This is slowing organisations down as leaders abdicate their responsibility to make decisions.” What are your comments to this..
  51. 51. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Having measurable action items People being accountable to follow through Too many priorities to action Problems with Traction
  52. 52. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Deliver outcomes and actions 1. Be specific - What, Who, When 2. Send Solution, Traction ≤ 48 hrs 10%
  53. 53. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Be clear and specific What Who When A A vague, broad concept of the action All End Sept B A clear, specific statement of an action using concrete language so that it is ambiguous and easy to put into place One person Sep 30
  54. 54. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 What specific action are you committed to?
  55. 55. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Meeting actions are like radioactive waste
  56. 56. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Send minutes 48 hrs≥ Key info; Solution, Traction Key info; Solution, Traction
  57. 57. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST Framework 1. Clarify & test What, Who, When 2. Send Solution, Traction ≤ 48 hrs 1. Switch at 2/3 of time 2. Use the right decision method 1. Ask powerful questions 2. Enable participation 1. Distinguish the meeting type 2. Accept meetings with purposeFocus Awareness Solution Traction 10% 50% 20% 10%
  58. 58. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Organisational impact – Collective investment 15.6Average hrs spent per week by Senior Managers
  59. 59. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Organisational impact – Collective investment 4.8Average hrs spent per week by staff
  60. 60. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Your meetings culture; a big investment $ 1.5m Salaried time invested in meetings per 100 staff
  61. 61. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Meetings ROI Calculator – Measured impact Investment per year per 100 staff Investment per year per 100 staff Meetings ROI Meetings ROI
  62. 62. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 A big productivity issue - $0.64 m Return on salaried investment in meetings per year
  63. 63. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 For you – Facilitation skills training What is it • 2 days - Public program • Next dates: 5 – 6 November 2013 Outcomes  Strategic, complex workshop facilitation  Handling difficult situations  Foundation stage; Accredited FAST Facilitation How can I learn more?
  64. 64. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 For your organisation Foundations of Effective Meetings Workshop What is it • ½ day In-House Outcomes  30% uplift ≤ 1 month  Common language  Changed norms, habits How can we collectively get better?
  65. 65. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Support Feedback – today Tools & video – tomorrow Update – next week We’d love your feedback We’d love your feedback 
  66. 66. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Thanks, and good luck with your meetings info@fastmeetings.com.au 1300 302 530

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